Action Items are a complimentary feature to Workplan and Notification designed to be used as a to do list on a more granular level. Action Items are added and edited in the admin module. Action Items can be added manually or imported from other proposals or MS Excel. Imported action items will be appended to the current action item list, rather than replace the current action items. Can export in VPC(text) or Excel format.
To add an action item, click on Add icon and a panel will open. Item number and Date Added are entered automatically and cannot be edited. Enter Title, Description, Due Date (manually or from date picker), Assignee (from recipient list of all users with proposal access), and Comments if any. Due Date, Title and Assignee are required fields. Maximum default field size is as follows:
Multiple assignees are permitted. When adding a new action item, the status will always be set to Open. Click on Save to close, Save and Add to continue adding more, or Cancel. To edit an action item either double click on it in the table, or select it and click on edit icon.
- Title – 32 characters
- Description – 64 characters
- Assignee – 64 characters
- Comments – 128 characters
The default view is for the last action item entered to show first. Click on an item to see applicable comments in text box.
An admin can flag any action item as private via the context menu (right-click on an action item). Private action items will not show to the general public, but will show to other admins and qualified users. They will be displayed with an orange background. Admins can still edit action items flagged as private.
When an action item is entered, the status of an existing item is changed from closed to open, or an action item is past due, an email notification is automatically sent to the assignee(s) stating proposal, item number, title, due date, description and a link that, when clicked, will launch a VPC session. After the user logs in, VPC will open in the applicable proposal in the Action Item panel with the specified item selected. If configured for multiple server names, you can select External User to send link with external URL. Frequency of past due notifications is configurable, but the default values are 1, 2, 4, and 7 days after due date.
Check Disable Email Notifications if you do not wish notifications to be sent. If this is checked and then unchecked, only notifications for action items created after that time or with status changed after that will be sent. Also, if the Daily Report feature is activated, users will see open action items assigned to them on a proposal-by-proposal basis in the daily report. Past due items will show in red.